Invoicing & payment

“No PO, No Pay” policy

Fresenius Medical Care is dedicated to ensuring timely payments to our suppliers. To support this goal, we enforce a strict "No PO, No Pay" policy. Invoices are only processed after they are successfully matched with an approved Purchase Order (PO) and a corresponding goods receipt or service confirmation.

Supplier requirements

Before commencing any work, delivering goods, or issuing an invoice, you must:

• Secure a PO number: Ensure you have received a valid PO number from your Fresenius Medical Care contact. Do not begin work or ship products without one.
• Reference the PO number: Clearly display the valid PO number on every invoice submitted for payment.

Important notice: Invoices missing a valid PO number will be delayed or rejected, unless the transaction falls under an officially approved non-PO exempt category. For additional information on valid POs, exceptions, and invoice submission, please consult our “No PO, No Pay” policy summary for suppliers and “No PO, No Pay” policy FAQ for suppliers.

Invoice submissions and requirements

Invoice submission

Invoices must be submitted through one of the three designated channels below, depending on your agreed setup and local legal regulations. Do not send invoices directly to individual Fresenius Medical Care employees.

1. SAP Business Network (Ariba): If your account is enabled on the network, you must submit all invoices electronically through the platform.
2. Government e-invoicing portals: In countries with mandatory e-invoicing regulations, invoices must be routed through the respective government portal to satisfy local laws.
3. Email submission: We are currently standardizing our invoice intake via a global, centralized email infrastructure. Because this rollout is phased, follow these guidelines:
   • Review your PO or check with your business contact to see if your target entity has transitioned to the centralized email address for invoice submission. 
   • If the entity has not yet transitioned, continue using your established local invoice submission channels.

North America (NA) email invoicing routing

If you submit invoices via email for North American entities, use the following routing:

• Manufacturing entities (company code 0050 – RTG (Renal Products Technology)):
  Please submit your invoice to:
  0050APInvoices(at)freseniusmedicalcare.com
• All other suppliers submitting invoices for NA:
  Please submit your invoice to:
  APInvoices(at)freseniusmedicalcare.com

Not sure where to send your invoice?

If you are unsure where to submit your invoice, please contact your Fresenius Medical Care Business Partner.

Technical requirements for email submissions

To ensure automated systems process your email invoice, you must adhere to the following rules:

• Strictly one invoice per email: One attachment = one invoice.
• File size limit: The total email size must not exceed 35 MB.
• Accepted file formats: XML (preferred), PDF, TIFF, JPG, or PNG.

Mandatory invoice data fields

To avoid immediate rejection or processing delays, every invoice must clearly display:

• A valid PO number, where applicable.
• The full name of the Fresenius Medical Care requester.
• Your full supplier name and address, exactly matching the data in our supplier master system.
• A unique invoice number and the invoice date.
• A clear description of the goods or services delivered.
• The applicable tax rate, total invoice amount, and currency.

For invoices submitted under an exemption to the “No PO, No Pay” policy (where a PO number is not required), the invoice must include the full name and contact details of the Fresenius Medical Care requester. Invoices missing this information may be rejected. Suppliers can review the list of applicable exemptions under “No PO, No Pay” policy.

Credit note or credit memo requirements

To ensure timely and accurate processing of credit memos, please follow the requirements below.

1. Match the appropriate PO type

The processing of your credit memo depends strictly on the category of procurement:

• Indirect procurement (e.g., services, non-inventory items): Reference the original PO number directly on the credit memo. No Return PO is required.
• Direct procurement (e.g., inventory, material goods): You must request and reference a formal Return PO. Do not reference the original PO. This is mandatory for inventory and goods return synchronization.

2. Ensure clear identification as a credit memo

The document must be clearly labeled as a credit memo (not an invoice). Include a unique credit memo number.

3. Include mandatory information

Each credit memo should contain the following details:

• Supplier name and address
• Fresenius Medical Care entity and billing address
• Credit memo number and date
• Reference to the relevant PO (see section 1)
• Reference to the original invoice (if applicable)
• Reason for the credit (e.g., return, price correction, quantity adjustment)
• Item-level details (quantity, unit price, total amount)
• Total credit amount (clearly indicated as negative or credit)

4. Submission method

Submit credit memos via the designated invoice submission channel (same as invoices). Follow the same formatting rules as invoices: One email, one attachment, one credit memo.

5. Avoid common issues

To prevent delays in processing:

• Do not reference the original PO for direct procurement credit memos.
• Do not submit credit memos as negative invoices without clear labeling.
• Ensure all required references and details are included.

Payments

Payment terms

Our standard corporate payment term for suppliers is net 60 days.

Payment frequency and runs

Supplier disbursements are executed through automated, scheduled payment runs throughout the week. Invoices must be fully approved and posted before our system cut-off times to be included in the current cycle. Invoices approved after the cut-off will automatically clear in the following payment run.

Electronic payment execution

Fresenius Medical Care executes payments via electronic bank transfer. To mitigate payment delays:

• Maintain accurate, complete, and up-to-date banking details within our portal.
• Report any changes to banking structures immediately through verified compliance channels.

Remittance advice

A payment advice document is automatically generated and emailed to your registered address upon the execution of a payment run. This document contains invoice reference numbers, paid amounts, and the value date.

Need assistance? If you miss a remittance advice or have a specific payment inquiry not covered here, please submit a ticket through our supplier contact form using the appropriate support category.